In this training session, we will discuss how to conduct effective performance appraisals. These workplace tools are valuable in a number of ways. First, the purpose of the appraisal process is to inform employees of how they are doing and how they can improve the quality of their performance. Second, properly conducted performance appraisals are also motivational and help employees grow and develop. For all these reasons, preparing for and conducting performance appraisals are among the most important things you do as a supervisor. 1
The objective of this training session is to provide you with the basic tools you need for conducting effective performance appraisals. At the end of the training session, you will be able to: Identify the importance and benefits of performance appraisals; Assess and prepare necessary documentation; Set motivational performance goals; Plan for effective appraisal interviews; Conduct fair and beneficial appraisals; and Avoid discrimination charges. 2
For our organization to be successful, all of us need to be able to perform to the best of our abilities. We can do so only if we have adequate feedback and clearly defined goals. Performance appraisals are an essential tool for accomplishing these tasks. They offer a formal and official way to: Recognize accomplishments. Every company will define recognizable accomplishments differently, but it s important to have a reward system in place. Guide employee progress. Effective performance appraisals continue to refine the initial job description of what is expected of employees as they learn new skills and gain experience. And, improve performance. Whether making good performance better or correcting poor performance, performance appraisals are an important step in identifying the situation and laying out the course for improvement. 3
Performance appraisals also provide the opportunity to: Review how well employees have met job requirements and goals; Set new performance goals, including additional responsibilities; Identify areas in which performance needs to be improved; and Discuss career advancement, including training opportunities and promotion. What are your impressions of and expectations for performance appraisals? What do you want to accomplish through the appraisal process? 4
Performance appraisals offer many benefits to the organization, including: Documentation of performance issues, disciplinary actions, and written goals all signed by the involved parties; A system for providing employee development opportunities; A regular outlet for providing performance feedback; Legal protection should the company be involved in accusations of discrimination or illegal termination; and A morale boost to motivate employees through a recognized and defined reward system. Make sure you know your organization s appraisal policy, including evaluation schedules and required procedures. Ask your supervisor if you have any questions. 5
Performance appraisals offer many of the same benefits to employees, including: Clear direction in their work regarding what s expected of them and of their role in the organization s overall goals; A regular outlet in which to receive feedback on performance and expectations; A regular time in which to give input on their job, their department, or the organization; and Motivation to perform their best because they know they will be recognized and/or rewarded. 6
Typical legal problems associated with performance appraisals involve charges of discrimination, especially under these laws: Title VII of the Civil Rights Act of 1964 prohibits employment discrimination, including discrimination in the evaluation of employee performance, because of race, national origin, religion, or sex. Age Discrimination in Employment Act (ADEA) prohibits employment discrimination on the basis of age. The ADEA applies to employees who are at least 40 years old. The Americans with Disabilities Act, or ADA, prohibits discrimination against employees with disabilities for example, judging their performance more harshly because of their disability. The Pregnancy Discrimination Act prohibits discrimination against pregnant employees or those who may become pregnant. The Equal Pay Act prohibits discriminatory practices related to performance appraisals. Under the Lilly Ledbetter Fair Pay Act, an unlawful discriminatory act occurs each time an employee receives a paycheck or compensation that has been affected by a past discriminatory practice or decision regardless of how far in the past the practice or decision occurred. A performance appraisal that is negative because of unlawful discrimination can create problems years later if it negatively affects an employee s pay 7
or other compensation. The law applies to claims brought under Title VII, ADA, or ADEA. 7
Legal problems and discrimination charges may arise from: Failure to clearly communicate performance standards; Failure to give timely feedback when performance does not meet standards; Failure to allow employees the opportunity to correct inadequate performance; Inconsistency in measuring performance from employee to employee; and Failure to document performance objectively. What kinds of subjective, personal feelings do you think can interfere with objective performance appraisals? 8
In this exercise, match the description with the correct discrimination law. This law prohibits discrimination against employees with disabilities (ADA). This law makes a paycheck an unlawful discriminatory act if the check reflects past discrimination based on race, color, religion, national origin, sex, age, or disability (Lilly Ledbetter Fair Pay Act). This law prohibits discriminatory practices related to performance appraisals (Equal Pay Act). This law prohibits discrimination including race, national origin, religion, and sex (Title VII). This law prohibits discrimination against employees who are 40 years of age or older (ADEA). This law prohibits discrimination against pregnant employees or those who may become pregnant (Pregnancy Discrimination Act). 9
At this point, make sure you understand: Why performance appraisals are important; How they benefit our employees and the organization; And, the potential for legal problems and charges of employment discrimination concerning the appraisal process, and the laws that protect against these behaviors. 10
In this part of the session, we ll look at the specifics of the appraisal process, beginning with appraisal forms. In order to be most effective, performance appraisal forms must be well constructed and easy to understand. They should include the following items: Well-defined performance expectations in areas that include adaptability, communication skills, cooperation, dependability, initiative, innovation, job knowledge, organization, productivity, and quality of work; Clearly described measurement tools; A concrete rating system; Space to write down specific job examples; and A section for setting timely, measurable performance goals. Make sure you are familiar with your organization s appraisal forms. Ask your supervisor if you have any questions about how to complete the form. 11
There are many ways to measure performance, but the main thing to remember is that the more objective the measurement, the better. Here are some helpful guidelines for measurement systems: Use specific rating scales whether numbers or terms when assessing performance. Use a system that is fair and flexible in assessing workplace situations and performance. Be consistent in using the same measurement systems for all employees. Make sure the measurement system is clear about what is being measured. Also make sure it is understood by all employees. Finally, measurements need to be a useful tool that enable you to give a meaningful assessment as well as enable employees to know exactly how their performance measures up. 12
Here are several types of measuring systems: One of the most common rating scales is numerical because numbers are perceived to be the most objective. It s a good idea to also attach words describing what each number means, however, to make sure the numbers are used consistently. For example, on a 1 to 5 scale, 1 could mean well below standard, 3 could mean meets standards, and 5 could mean well above standard. Measurement terms can also be used as long as they are specific, meaningful, and distinct from one another. A typical spread goes from unsatisfactory through satisfactory to outstanding. Management by Objectives (MBO) is a system of ratings that measure how well an employee reached specific goals or objectives, such as producing X number of pieces per shift or making Y number of calls per hour. Finally, systems can also measure effort or results with behaviors you can observe and track, such as attendance or initiative. 13
Once you have measured employee performance, you need to document your findings in a useful way that will help you prepare for appraisal interviews and avoid discrimination charges. Here s how: Make sure all performance documentation is objective based on performance, not personalities. Document performance of all employees, not just troublemakers or star performers. Be sure that your documentation provides complete and accurate information that will support your conclusions about employees performance. Include both favorable and unfavorable comments to give a realistic picture of performance. No one is perfect. No one is without some redeeming qualities. Finally, document performance on a regular basis, not just before a scheduled performance appraisal for example, at least once a month on each employee. 14
In this exercise, fill in the missing words in the sentences. 1. Management by Objectives (MBO) is a system of ratings that measures how well an employee reached specific goals or objectives. 2. One of the most common rating scales is numerical because it is perceived to be the most objective. 15
3. Systems can also measure effort or results with behaviors you can observe and track, such as attendance or initiative. 4. Measurement terms can also be used as long as they are specific, meaningful, and distinct from one another. 16
Since goal-setting is central to an effective performance appraisal, it s crucial to get it right. Set performance goals with employees that meet the following criteria: Goals must be based on actual job requirements. Use the job description when setting performance goals. Goals must be realistic and achievable otherwise they will frustrate rather than motivate employees. They should account for changing conditions and priorities. They must also be measurable, which means they are specific and practical. Goals need to be observable in any number of areas, including time spent or results produced. Goals must be challenging. They need to evolve with time. Once previous standards are met, raise the bar. Finally, goals must be clearly prioritized so that employees know which are most important to you and the organization. 17
For the performance appraisal process to be most effective, you must get your employees involved from the beginning. Follow these guidelines: Encourage employees to take an active role in: Setting their performance goals; Designing the action plans to help them achieve their goals; and Identifying their professional strengths and weaknesses, and giving their input on how to improve these identified areas of their performance. Also, involve employees in the performance appraisal meeting from preparation through the final report. Employees are much more vested in their performance when they play an important role in designing and guiding it. 18
Preparation for performance appraisals involves both you and your employees. Employees need to prepare for their performance appraisal meeting by: Reviewing their performance during the evaluation period as objectively as possible, considering their achievements and how well they have met their goals; and Thinking about new performance goals for the next evaluation period. 19
Your preparation includes: Objectively reviewing employee performance; Completing a written appraisal using the organization s form; Thinking about new goals for employees; and Scheduling a time and place for the meeting and giving employees ample notice so that they have time to prepare. What do you do to prepare for performance appraisal meetings, whether giving an appraisal or receiving one? 20
Getting the appraisal meeting off to a good start is essential. Follow these steps: Start by laying out a flexible agenda that includes plenty of time for feedback and discussion. Also set a positive tone with a few comments reminding employees that the purpose of the performance appraisal is to improve performance and not to find fault or cast blame. Be sensitive when talking about money. Raises are often associated with performance appraisals, and employees may expect to receive a raise immediately after their performance appraisal, especially if they receive a good evaluation. It s very important, therefore, to make sure employees know company policy on raises preferably before you begin the performance appraisal meeting. Encourage input right from the beginning by asking for employees understanding of every point of discussion. Finally, give the good news first about successes, goals exceeded, and goals met. 21
Conducting effective performance appraisals is difficult partly because of the sensitive nature of being on review. Positive presentation of the issues during performance appraisal meetings is, therefore, very important. Here s how to stay positive: Make sure you always keep the conversation focused on professional behavior and performance. Don t get personal. Also, stick to objective examples, especially when pointing out an area that needs improvement. Continue to invite response from employees throughout the meeting; never let it become one-sided. Listen actively by looking at employees, nodding, and using affirmative phrases, such as OK and I see. Finally, create a we mentality, which shows that supervisor and employee are working together to help the employee give the best performance and have the best career opportunities that are available. 22
During the performance appraisal meeting, be sure to review performance in the following ways: Specifically, as it relates to the goals that were set at the last performance appraisal; Making note of strengths and accomplishments during the period so that employees know that you noticed; and Noting where performance fell short, but doing so along with encouragement and a listing of any resources, such as training or coaching, that can help employees meet their goals. 23
Set goals for the next period based on organization goals and employee performance as follows: If the workplace sets new production standards, create employee goals that help employees help the organization meet its goals; or If an employee has not met previous standards, restate them but in a modified form that you and the employee agree is a realistic challenge. 24
Endings are as important as beginnings when it comes to performance appraisal meetings. An effective meeting must end by clearly setting a path for the future in order to motivate employees to do their best. Follow these guidelines: End on a positive note by letting employees know where they re doing a good job and encouraging them to take advantage of professional opportunities to improve their performance even more. Lay out a detailed action plan that includes measurable tasks and a timetable for accomplishing them. When performance has been inadequate, confirm that employees know what will happen if they don t improve. Be specific for example, failure to improve production within 30 days will result in discipline up to and including termination. Finally, make sure employees understand what s expected of them in the action plan and are in agreement that the plan is realistic and challenging. 25
In this exercise, decide if these are acceptable behaviors related to performance appraisals. An employee comes to an appraisal meeting without having identified whether past performance goals have been met this is not acceptable. Employees need to do their share of preparation in order for the meeting to be successful, which includes identifying whether past goals have been met. An employee comes to an appraisal meeting with a goal for the next period that you do not agree with this is acceptable. Your views will not always match those of your employees. The key is to tell the employee in a professional manner why his or her planned goal is not what you had planned. You have an appraisal meeting with an employee without having completed your written appraisal of the employee using your organization s form this is not acceptable. Part of your preparation is to complete a written appraisal before meeting with the employee. 26
In this exercise, decide if the behaviors these are acceptable behaviors related to performance appraisals. During an appraisal meeting, you try to listen intently to what the employee is saying this is acceptable. It is important to listen to and acknowledge what employees are saying. You professionally notify an employee during an appraisal meeting that his or her performance is not up to par and that it must improve soon this is not acceptable. You must be specific when notifying employees of poor performance. For example, it would have been better to say failure to improve within 30 days will result in discipline that may include termination. 27
At this point, be sure you understand: Appraisal forms, Measuring and documenting performance, Preparing for appraisal meetings, and Conducting appraisal meetings. 28
Here are the key points you should remember from this training session: You must conduct objective appraisals on a scheduled basis. Appraisals tell employees how they re doing and how they can improve. And, appraisals help create a system of motivation and rewards based on performance. This concludes this training session. 29